RFP HR Management Systems - Canara HSBC Life
HR Management SystemsRequest for ProposalCanara HSBC Oriental Bank of Commerce Life Insurance Company LimitedRequest for Proposal (RFP)Human Resource Management SystemIssue date: 20-July-2018.Last date for submission of proposals: 03-August-2018Page 1 of 29
HR Management SystemsRequest for ProposalTable of Contents1.0OVERVIEW . 41.11.21.32.0BACKGROUND . 4PURPOSE . 4REQUEST FOR PROPOSAL DEFINITIONS . 4TERMS OF RFP . 152.162.172.182.192.203.0ACKNOWLEDGEMENT . 4PROPOSAL DEADLINES . 4FURTHER INQUIRIES AND QUESTIONS REGARDING RFP . 5COMPANY’S OBLIGATIONS. 5PROPOSAL EVALUATION . 5EVALUATION AND SELECTION. 5RFP TERMS AND CONDITIONS APPLIED TO FINAL CONTRACT . 5TERMS BINDING ON BIDDER . 5HOLD HARMLESS . 5CONFIDENTIALITY PROVISION . 6RFP SCHEDULE . 6DECLARATION . 6SUB-CONTRACTING . 6ACCEPTANCE OF PROPOSALS . 6LIABILITY FOR ERRORS. 6ACCEPTANCE OF TERMS . 6OWNERSHIP OF PROPOSALS . 6USE OF REQUEST FOR PROPOSAL . 6BIDDER EXCEPTION NOTICE . 6DELAY IN PERFORMANCE OF THE OBLIGATIONS BY THE BIDDER . 6PROPOSAL PREPARATION . 73.13.23.33.43.53.63.74.0PROPOSAL FORMAT . 7SUBMISSION OF TENDER . 7NOTIFICATION OF CHANGES . 8CHANGES TO PROPOSED WORDING. 8BIDDER’S EXPENSES . 8CURRENCY AND TAXES . 8COMPLETENESS OF PROPOSAL . 8SCOPE OF SEVICES . 154.164.174.184.19HR MODULES . 8CORE HR . 8EMPLOYEE SELF SERVICE . 9MANAGER SELF SERVICE . 9AOP MANAGEMENT . 9HIRING MANAGEMENT SYSTEM. 10ON-BOARDING . 10LEAVE & ATTENDANCE . 10CONFIRMATION . 11PERFORMANCE MANAGEMENT SYSTEM (PMS). 11COMPENSATION MANAGEMENT . 11EXIT MANAGEMENT . 11QUERY MANAGEMENT SYSTEM (QMS) - GOOD TO HAVE . 12GRIEVANCE MANAGEMENT SYSTEM - GOOD TO HAVE . 12REWARDS & RECOGNITION MANAGEMENT - GOOD TO HAVE . 12GENERAL FEATURES (MUST HAVE) . 12MANAGED SERVICES (GOOD TO HAVE) . 12GENERAL INFORMATION . 12PRICING MODEL: . 12APPENDIX. 13ANNEXURE A.1 – TECHNICAL BID: INPUTS AND COMPLIANCE SHEET . 13A.1.1 Evaluation Criteria . 13A.1.2 Information Required . 13A.1.3 General . 13A.1.4 Financial . 14Confidential DocumentPage 2 of 29
HR Management SystemsRequest for ProposalA.1.5 Information Technology . 14A.1.6 RISK. 20ANNEXURE A.2 – TECHNICAL BID (ACCEPTANCE OF TERMS & CONDITIONS CONTAINED IN THE RFP DOCUMENT) . 25ANNEXURE B – COMMERCIAL BID FORMAT . 26ANNEXURE C – VENDOR REGISTRATION FORM . 27ANNEXURE-D (DECLARATIONS) . 28Confidential DocumentPage 3 of 29
HR Management SystemsRequest for Proposal1.0 OVERVIEW1.1BackgroundCanara HSBC Oriental Bank of Commerce Life Insurance Company Limited (Company) has been incorporated with the primary objectiveof carrying on life insurance business in India. As part of supporting its operations and processes, Company wants to establish an effectiveHR management tool/ system that can support entire hire to retire management processes.1.2PurposeThe purpose of this RFP is to inform potential Bidders/ partner for our requirement on Human Resource Management System, the toolthat can address all the necessary HR processes per SoW mentioned in section 4, and thereby solicit proposals on the asked deployment.Based upon the review and evaluation of proposals offered in response to this RFP, Company may at its sole discretion negotiate andenter into contracts with one or more successful Bidders.Notwithstanding any other provision herein, Bidder participation in this process is voluntary and at Bidder's sole discretion. Price will bea consideration but will not be the sole factor in Company’s decision to award a contractual relationship. Company reserves the right toaccept or reject any or all bids from a specific or multiple Bidders for any reason at any time. Company also reserves the right at its solediscretion to select or reject any or all Bidder(s) in this process and will not be responsible for any direct or indirect costs incurred by theBidders in this process.1.3Request for Proposal DefinitionsThroughout this proposal the following definitions are used: “Bidder” means an individual or Company that submits, or intends to submit, a proposal in response to the “Request for Proposal” “Service provider” means the bidder(s) awarded a contract resulting from this RFP. Contract means the agreement formed between Company and the service provider as evidenced by an Agreement issued to theCompany. “Contract document” means the agreement, the service provider’s proposal document, the RFP and such other documents as listedin the agreement, including all amendments or a addenda agreed between parties. “Must”, “Mandatory” or “Required” means an absolute minimum function or capacity, which, if not satisfied in the proposal, mayresult in disqualification in the final evaluation; “De-identification” is the process of removing from data any information from electronic media that identifies a particular individual “RFP” means this request for proposal including any amendments, attachments, and/or clarifications pertaining to RFP that may beissued prior to the closing date. “Should”, “may” or “is desirable” means desirable but not mandatory functions or capacities. Bidders who are able to provide thesefunctions or capacities may be evaluated favorably than those who cannot. “Company” is the term used for Canara HSBC Oriental Bank of Commerce Life Insurance Company Ltd.2.0 TERMS OF RFP2.1AcknowledgementPlease acknowledge the receipt of this document by sending an e-mail to Procurement@canarahsbclife.in. Please include the contactinformation for person who will be directly responsible for completing the RFP.Kindly note below the complete details of our organization:Name Regd. off. Address Corporate Identity no.Telephone no. Fax no. E-mail Website address-2.2Canara HSBC Oriental Bank of Commerce Life Insurance Co. Ltd.Unit No.208, 2nd Floor, Kanchenjunga Building, 18 Barakhamba Road, New Delhi - 110001, IndiaU66010DL2007PLC248825 91 0124 4535500 91 0124 hsbclife.comProposal DeadlinesCompany must receive duly completed and signed proposals not later than 03rd August 2018.Confidential DocumentPage 4 of 29
HR Management SystemsRequest for ProposalProposals received after the time and date specified above may, at Company’s sole discretion, be rejected and will remain unopened,destroyed and eliminated from consideration. Please do not send your RFP responses to any other Company employee. Responses sentto any other location other than the above address and email id will not be considered.2.3Further Inquiries and Questions Regarding RFPAll inquiries that arise regarding the RFP must be submitted in writing (via email) by close of business on 27th July, 2018. Inquiries mustbe made only via e-mail and to ketan.kanaujia@canarahsbclife.in and madhusudhanan.venkataramanan@canarahsbclife.in with a copymarked to madhur.chaudhary@canarahsbclife.in, Procurement@canarahsbclife.in. No confidential information will be shared.Bidder agrees to designate one point of contact for all RFP and/or proposal communications. This point of contact should be clearlydefined in the RFP response, as the single point for questions and clarifications on the RFP response.2.4Company’s ObligationsThe submission and receipt of proposals does not obligate Company in any way. Company shall not be liable for any costs incurred byBidders in the preparation, presentation or any other aspect of the proposals received by reason of this request, nor is Companyobligated to negotiate separately with any sources whatsoever in any manner necessary to serve Bidder's best interests. Company makesno representation, implied or express, that it will accept and approve any proposal submitted. Any and all Contracts which result fromthis RFP shall be non-exclusive, as-ordered agreements.2.5Proposal EvaluationProposals submitted may be reviewed and evaluated by any person at the discretion of Company’s internal evaluation team, includingnon-allied and independent consultants retained by Company now or in the future for the sole purpose of obtaining evaluations toproposals.Bidders may be asked to further explain or clarify areas of their proposal in writing during the evaluation process.Bidders are expected to submit their best bid in response to the RFP.2.6Evaluation And SelectionCompany will evaluate each attribute on technical and commercials perspective received through the respective bidder(s).A committee will evaluate technical proposals against the mandatory criteria as detailed herein. Company’s decision on evaluation shallbe final and binding on all the bidders. Commercial bids of only technically qualified bidders will be opened and assessed. Company willaward the contract/ order to the partner(s) qualifying all the technically necessary criteria and possessing best techno-commercialproposition against the requirement.Company reserves the right to divide/ split the order between more than one qualified bidders to meet the requirement, or may scrapthe whole tender process altogether.Company reserves the right to conduct a Reverse e-Auction after the completion of the RFP process, the schedule of which will beintimated later to all the pre-qualified bidders.The only information regarding status of the evaluation of proposals that the team will give to any inquiring Bidder shall be whether ornot that Bidder has been awarded a Contract. Company may, at its sole discretion, inform any inquiring Bidder of the reason(s) why itwas not awarded the bid.2.7RFP Terms and Conditions Applied to Final ContractThe terms and conditions of the RFP, including the specifications and the completed proposal, will become, at Company's sole discretion,part of the final Contract (the "Contract") between Company and the selected Bidder. In the event that responses to the terms andconditions will materially impair a Bidder's ability to respond to the RFP, Bidder should notify Company in writing of the impairment. IfBidder fails to object to any condition incorporated herein, it shall mean that Bidder agrees with, and will comply with the conditions setforth herein.Any exceptions to the terms and conditions or any additions, which Bidder may wish to include in the RFP, should be made in writing andincluded in the form of an attachment to the applicable Section in the RFP.2.8Terms Binding on BidderFollowing the date for submission of proposals, and prior to Contract award, the RFP shall be binding upon Bidder in all respects for aperiod of 180 days.2.9Hold HarmlessIn submitting a proposal, Bidder understands that Company will determine at its sole discretion which proposal, if any, is accepted.Bidder waives any right to claim damages of any nature whatsoever based on the selection process, final selection, and anycommunications associated with the selection.Company reserves the right to award the Contract to the Bidder(s) whose proposal is deemed to be the most advantageous in meetingthe specifications of the RFP. In addition, Company reserves the right to add or waive any requirements contained in this RFP at its solediscretion with regard to proposals submitted. Company’s decision on award of Contract shall be final and binding on all the Bidders.Company shall be at liberty to cancel the RFP/ Reverse auction process at any time, before ordering, without assigning any reason.Confidential DocumentPage 5 of 29
HR Management SystemsRequest for Proposal2.10 Confidentiality ProvisionThe terms of this RFP, the information provided by Company herein and all other information provided by Bidder in connection with theservices offered to be provided by the Bidder pursuant to this RFP, are to be treated by Bidder as strictly confidential and proprietary.Such materials are to be used solely for the purpose of responding to this request. Access shall not be granted to third parties exceptupon prior consent of Company and upon the written agreement of the intended recipient to treat the same as confidential.2.11 RFP ScheduleListed below are the key steps and dates for this RFP process:Company electronically distributes RFP to BiddersBidders’ deadline for submitting queriesBidders’ deadline for submitting responses to RFP20th July, 2018,27th July, 2018,03rd August, 2018.2.12 DeclarationThe bidder is required to voluntarily disclose at the time of bidding if any of its sister concerns/ group companies/ relatives are directly orindirectly participating in this RFP.2.13 Sub-ContractingThe services offered to be undertaken in response to this RFP shall be undertaken to be provided by the Bidder directly employing theiremployees, and there shall not be any sub-contracting done by the Bidder.2.14 Acceptance of ProposalsCompany reserves the right to modify the terms of the RFP at any time at its sole discretion and the same will be uploaded on thewebsite http://Canarahsbclife.abcprocure.com. The bidders have to remain updated about the same from the website and Company willnot be responsible for such information not being downloaded by the bidder. Subsequent to the submission of proposals, interviews andnegotiations may be conducted with one or more Bidders, but there will be no obligation to receive further information, whether writtenor oral, from any Bidder not to disclose the nature of any proposal received.This RFP should not be construed as an agreement to purchase products or services. Company is not bound to accept the lowest price orany proposal of those submitted. Proposals will be assessed in accordance with the evaluation criteria.2.15 Liability for ErrorsWhile Company has used considerable efforts to ensure an accurate representation of information in this RFP as per its currentunderstanding of the requirements, the information contained in this RFP is supplied as a guideline for Bidders. The information is notguaranteed or warranted accurate by Company, nor is it necessarily comprehensive or exhaustive. Nothing in this RFP is intended torelieve Bidders from forming their own opinions and conclusions with respect to the matters addressed in this RFP. In the event Companyfinds that the objectives of the intended system is better achieved by processes/procedures other than those mentioned in thisdocument, Company shall have the right irrespective of the fact whether it has already received proposals from intending bidders or not,to effect such changes and enter into negotiations with one or more Bidders at its sole discretion for such changed/modified processes.2.16 Acceptance of TermsAll the terms and conditions of this RFP shall be deemed to be accepted by the Bidder and incorporated in its proposal unless specificallynotified otherwise.2.17 Ownership of ProposalsAll documentation, including proposals, submitted to Company will become the property of Company.2.18 Use of Request for ProposalThis document or any portion thereof, is the property of Company and may not be used or copied for any purpose other than thesubmission of the Bidder’s proposal.2.19 Bidder Exception NoticeIf the Bidder believes that either the process or evaluating officer is biased or partial (either for or against) then Bidder is to provideNotice of this exception (in writing) to evaluating officer’s supervisor Ajay Kapoor for analysis and action.2.20 Delay in performance of the obligations by the BidderThe short listed Bidder(s) must strictly adhere to the schedule, specified in the agreement to be executed between the Company and theBidder(s) for performance of the obligations arising out of the agreement and any delay will enable Company to resort to any or both ofthe following:(i) Time and date stipulated for completion of work is the essence of the contract.(ii) If any part of the contract is not satisfactorily remedied within reasonable time, Company may proceed to do the work at Bidder’s riskand expenses without prejudice to any other contractual rights, which Company may have against Bidder in respect of any such nonperformance.Confidential DocumentPage 6 of 29
HR Management SystemsRequest for Proposal3.0 PROPOSAL PREPARATIONThis section defines the proposal preparation and submission procedures, which are to be followed by all Bidders. Bidders are cautionedto carefully read and follow the procedures required by this RFP. Please note that deviations may be cause for rejection of your proposal.3.1Proposal FormatEvaluation of proposals is made easier when Bidders respond in a similar manner. The response should contain the following information,in addition to the information that the bidder is willing to provide on bidder’s own. Bidder’s name and address, telephone number, email address and a contact person (ref. Annexure A.1).One page letter of introduction identifying the Bidder and signed by the person or persons authorized to sign and bind the Bidder tostatements made in the proposal. The returned RFP will be referenced as an attachment if/when a contractual agreement isexecuted. This document has to be uploaded and mapped with this corresponding schedule. Provide Strategy, Methodology proposed. Any additional information, brochures, etc., can be provided at the discretion of the Bidder and should be clearly labeled andprovided. All the price information would be a part of Commercial Bid only and should be submitted in the separately sealed envelope in theformat prescribed as Annexure B.Bidders are requested to note that they have to submit their response to the RFP in the form physical documents before the deadline ofthe submission date. Any decision to extend the submission date will be at the sole discretion of Company.The bidder will have to submit the Sealed Technical Bid and Commercial Bid responses in the format mentioned in the Appendix part atthe end of the tender document. Responses including the printed, signed documents should be enclosed in the separate sealedenvelopes and should be received at the address mentioned below by or before the due date.Title: “Proposal against the RFP on Human Resource Management Systems; Submission Due for 03-August-2018.”Kind Attn.: Mr. Madhur ChaudharyCanara HSBC Oriental Bank of Commerce Life Insurance Company Limited2nd Floor, Orchid Business
RFP HR Management Systems - Canara HSBC Life
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